Clerical Assistant

Coda Search│Staffing; Wall Township (NJ); On-site; USD 42,000 - 60,000; Full time

Job summary

Coda Search Staffing is seeking an organized support specialist to assist the On-Bill Repayment program within the Energy Efficiency initiative in New Jersey. You will process applications, respond to inquiries, and help ensure documentation is completed accurately and on time.

The role requires strong Microsoft Office skills, solid communication, and attention to detail, with experience in utility or HVAC contexts a plus.

Qualifications

• Associates degree preferred; minimum 2–4 years equivalent experience preferred.
• Proficient in Microsoft Office (Word, Access, Excel, PowerPoint, Outlook).
• Strong telephone communication and customer focus; excellent attention to detail.

Responsibilities

• Provide support for the Energy Efficiency residential/commercial On-Bill Repayment Program (OBRP).
• Process and manage assigned On-Bill applications to completion.
• Respond to customer and contractor inquiries with timely, accurate information on OBRP status.
• Independently resolve issues with customers/contractors and ensure documentation is timely.
• Proactively resolve issues with contractors, job status, and discrepancies in documents.
• Review OBRP documents for accuracy before moving to the next step and correct as needed.
• Follow up to ensure documents are returned within the approved timeline.
• Review proposals/contracts and M&L documents to ensure properly sized equipment is installed.
• Update Energy Savvy database daily and maintain files for expiring/overdue jobs.
• Provide back-up support to other areas when necessary.

Job description

Support functions associated with the On-Bill Repayment project which is part of the organizations Energy Efficiency Program. Functions to be supported include general program implementation, and contract processing. In addition, process customer and contractor correspondence and telephone inquiries pertaining to their On-Bill Repayment Program. Provide support to assist department in reaching its strategic and tactical goals.

Major Responsibilities:

• Provide support for Energy Efficiency residential and/or commercial On-Bill Repayment Program (OBRP).
• Process and manage assigned On-Bill applications to completion.
• Respond to customer and contractor correspondence and telephone inquiries to provide timely and accurate information pertaining to OBRP status.
• Work with customers and contractors to independently resolve issues and ensure that documentation is received and processed in a timely manner, follow-up as necessary.
• Proactively resolve issues with individual contractors, status of job completions, discrepancies in Work Completion documents and expiring jobs.
• Review all OBRP documents for accuracy, check and confirm information on all documents prior to moving to the next step, take necessary action to correct when necessary.
• Follow up with customers and contractors to ensure that the documents are returned within the approved timeline.
• When required review Proposals/Contracts and Manual J & S documents (which calculate the total heat loss in the home) to ensure properly sized equipment is installed.
• Follow up with contractors on errors so that equipment discrepancies are rectified.
• Perform financial review of documents including but not limited to contracts and work completion documents, to ensure job costs are accurate and reconcile to documentation received.
• Determine when necessary follow up with the contractor and/or customer and/or NJCEP is required to get documents corrected and reconciled.
• Prepare weekly check vouchers and obtain all necessary signatures.
• Update the Energy Savvy database (and/or other data collection sources) daily on the current status of jobs.
• Maintain files in Energy Savvy database looking for expiring jobs, and jobs that have overdue tasks.
• Follow up with the appropriate person to get the job back on track or to close it out in the system.
• Provide back-up support to other areas of organization when necessary.

Position Specifications:

• Associates degree is preferred
• Minimum of 2-4 years equivalent experience is preferred.
• Well versed in Microsoft Suite (Word, Access, Excel, PowerPoint, and Outlook).
• Strong telephone communication skills and customer focus.
• Strong attention to detail.
• Desirable computer system knowledge: database query techniques, financial accounting systems (UCIS), Global Information System (GIS) and tax map software.
• Knowledge of service territory (Monmouth, Morris and Ocean counties) a plus.
• Highly motivated, with excellent interpersonal skills.
• Strong written and verbal communication skills.
• Natural gas utility and Heating Ventilation & Air Conditioning (HVAC) experience preferred.